Decisions by this group are subject to change at future meetings.
Opportunities for public input at the end of meeting and future workshops.

Approval of Summary Notes

Change page 3, Motion for Section #1 should read: Any neighborhood association
meeting the minimum requirements established by 3.96.030 upon request, is
entitled to formal recognition and benefits from the Office of Neighborhood
Involvement as per the adopted standards.

Change title of section 3.96.030 - D from "Assistance to Neighborhood
Associations" to "Benefits to Neighborhood Associations"

Assistance to Neighborhood AssociationsChapter 3.96.030, Section D according to the new numbering system.

Issue of Grievance Procedures

Discussion about who is responsible for developing grievance procedures.
Currently associations set their own grievance process in their own by-laws.
Neighborhood associations have a responsibility to create their own grievance
procedures and ONI's role currently is to deal with grievances if someone
is not happy about the process. We need to emphasize the importance of associations
addressing grievances at a neighborhood and coalition level instead of depending
on ONI to resolve conflicts. Currently City opinion is that appeals are addressed
first with associations, to coalitions, to ONI, to Council. Some coalitions
feel it is not their role to deal with grievances. Our top priority needs
to be to protect the right of the citizen to have their grievance heard and
appeal. Concern raised we need to do a better job of educating how someone
deals with appeals.

Proposals

Suggestion that grievances should be placed in the section for responsibilities
for neighborhood associations, responsibilities of coalitions and responsibilities
of ONI. Straw pole favors putting a sentence in each section.

Suggestion that grievances should be its own section.

Suggestion that grievances should be standardized for all associations.

Proposed language: "The neighborhood association shall establish open
and fair grievance procedures for handling complaints against the neighborhood
association."

Motion

Move that issue of grievances be moved to section 3.96.030 C - Responsibilities
of Neighborhood Associations
3. "Each neighborhood association shall establish open and fair grievance
procedures for handling complaints against itself."

Discussion
The ONI section should show a clear process from beginning to end to help citizens
understand what steps they need to take to appeal. Can you appeal on merits
or only on procedures? Clarify that people can grieve and appeal the process
outlined in code and standards. Not individual neighborhood and coalition policies.
Language under ONI section needs to address the appeals process. Suggestion
to allow people right to complain which is separate from a grievance. ONI should
determine whether a process is open and fair. Goal is that issues are to be
resolved at the neighborhood level and encourage compromise instead of encouraging
people to refer to a higher authority that only fosters frustration and creates
enemies. Concern raised that the word open process does not provide for safeguards
to protect an individual who is concerned about confidentiality. This may encourage
people to refer to the court system as a last alternative. Open means public
process. Fair means equitably applied. Suggestion to add language "its
officers, board, and agents."

Should we allow associations to be independent and have a unique relationship
with ONI separate from the neighborhood offices? Our goal is to encourage
individuals to refer to their coalition to help resolve issues. We need to
address how do we deal with associations which do not want to deal with their
coalitions and go around them to ONI. Does the word "shall" make
the coalitions more primary than the neighborhood associations? This language
needs to reflect that it's the choice of associations to build a coalition.
Some may choose to have services administered through the neighborhood offices.
Some may not. The history is mixed. Some coalitions formed through grassroots
efforts and some were picked by the city to provide those services. Concern
raised that using the word "Neighborhood Office" opens up the possibility
that the city could choose to only Fund City run offices. Takes away power
from coalitions. Why do we need the first sentence? This is covered in the
"Functions of associations," which can choose to organize into coalitions.
ONI does not administer coalitions but only their contracts. Concern that
we may give too much leeway to associations to break away and demand services
for much smaller coalitions of a few neighborhoods which is not financially
feasible.

Proposals

Suggestion that the first two sentences should change "may choose"
to "shall."

Suggestion to put this issue into the Office of Neighborhood Involvement
section so that ONI is responsible to administer services through coalitions
that are chosen by their associations.

The Meeting adjourned at 10:00 AM.

The information contained in this document is preliminary and informal in
nature and does not necessarily reflect the views or adopted policies of the
City of Portland or the final outcomes of this project; the reader should exercise
caution in its interpretation.